In this guide
- Send the right kind of request
- Define scope before price
- Review the proposal as a whole
- Keep a record of your response
- Check assumptions and external costs
- Keep communication connected to the proposal
- Read the scope alongside the price
- A practical example
- Your preparation checklist
- Questions clients ask
- Discuss your next step
A clear quotation begins with a clear question. Explain the work you are considering, the information you already have and the decision you need next. The resulting proposal should make its scope, outputs, assumptions and responsibilities understandable.
Send the right kind of request
Use Contact for a general question and Get a Quote for a service brief. Explain the activity, site, stage and expected outcome. An appointment can be requested separately when a discussion would help.
Define scope before price
The team needs enough information to understand deliverables, specialist input and exclusions. Missing information may require clarification before a proposal can be prepared.
Review the proposal as a whole
Read the scope, deliverables, fees, taxes, external charges, programme and validity together. Ask for clarification where responsibilities or assumptions are unclear.
Keep a record of your response
Check assumptions and external costs
A quotation may depend on the information supplied, site access or a defined number of locations. Read these assumptions alongside the deliverables and programme.
Ask whether travel, authority charges, specialist inputs and taxes are included or identified separately. Scope and fee changes should be reviewed before additional work starts.
Keep communication connected to the proposal
When asking for a change, identify the item or requirement concerned. A revised quotation should make the changed scope and version clear.
Keep the issued quotation and your response together. Ask for clarification of any assumptions, responsibilities or changes before accepting the proposal.
Read the scope alongside the price
Two proposals with similar headings may include different work. One might cover a preliminary review, while another includes site attendance or a specific deliverable. Compare the description of activities, included meetings, fieldwork assumptions, formats and exclusions. Ask for clarification where an item is too broad to show what will actually be provided.
Make your own inputs part of the discussion. Access arrangements, existing drawings, land records and a contact who can answer operational questions may affect how the work is planned. If an input is not available, say so before accepting a programme that assumes it is ready. Discuss how a change in the site, activity or required output will be reviewed and agreed.
Your preparation checklist
Use this list to organise the first conversation. Tick the items you have ready; the download keeps a copy for your project notes.
Questions clients ask
Can I request a quote before I have all the documents?
Yes. Explain what you have and what is missing. The proposal can identify a first review or state the assumptions that must be resolved before the full work is confirmed.
What should I do if the scope is unclear?
Ask the team to explain the included activities, outputs and exclusions in practical terms. Resolve those questions before treating proposals with different scopes as directly comparable.
Discuss your next step
Bring the information you have and the questions you need to resolve. Our team can help define an appropriate starting scope.
